How to send out first automated reminders - account level
For first membership reminders at an Account (organisational) level.
The workflow setup process is very similar to the “WORKFLOW: First Renewal Reminder Contact Level” and “WORKFLOW: Second Renewal Reminder Contact Level” processes described above. With the exception of basing the template workflows from “1st Account Subscription Renewal Reminder [ADD TIME BASED WORKFLOW]” and “2nd Account Subscription Renewal Reminder [ADD TIME BASED WORKFLOW]”.
Quick Steps:
- Clone Workflow rule "1st Account Subscription Renewal Reminder [ADD TIME BASED WORKFLOW]" and rename to "1st Account Subscription Renewal Reminder"
- Add Immediate Workflow Actions. Select Existing - Field Update "Set 1st Account Reminder"
- Add a Time-Dependant Action. Set it to fire 30 days before Account Subscription End Dates (or time period you would like).
Add Action - use existing workflow - "Email Alert: send 1st Account Subscription Renewal Reminder Email"
Add Action - use existing workflow - "Field Update: set 2nd Reminder Due" - Optionally review and update the renewal reminder email templates.
1. Open Setup
1.1. Search 'Workflow Rules'
3. Select '1st Account Subscription Renewal Reminder [ADD TIME BASED WORKFLOW]'
Open the circled rule
4. Select 'Clone'
5. Select the 'Add Workflow Action'
Select Add Workflow Action under the "Immediate Workflow Actions" Sections. Then 'Select Existing Action'.
5.1. Add existing field update - Set First Reminder Due
Then select Field Update from the Action Type and move "Set First Reminder" to the 'Selected Actions' and Save.
6. Select the 'Add Time Trigger' button
6.1. Set Time Trigger to '30 days before Subscription End Date' and Save
Note: You can change the number of days as required if you wish to give more/less notice.
7. Select the 'Add Workflow Action' button in the Time Dependent Workflow Action section.
7.1. Select 'Select Existing Action from the drop down menu
8. Select the 'Add Workflow Action' button in the Time Dependent Workflow Action section.
This Workflow Action is set as a trigger for the 2nd Reminder.
8.1. Select 'Select Existing Action from the drop down menu
9. Select the 'Add Workflow Action' button in the Time Dependent Workflow Action section.
This Workflow Action is set as a trigger for the 2nd Reminder.
9.1. Select 'Select Existing Action from the drop down menu
9.2. Select Task - Add Renewal Sent
- Select Tasks from filer options
- Click on "Task: Account Renewal Sent"
- Add to selected options
- Save
10. Select 'Done' button to complete the workflow rule
10.1. Select 'Activate' to begin the workflow process
11. Review email template for 1st Reminder [Setup > Administration Setup> Communication Templates > Email Templates]
11.1. Select Payments2Us from the drop down Folder list
11.2. Scroll down to find 'Renewal - 1st Account Reminder'
A template with a pdf attachment is also available.